Buckingham Browne & Nichols Job Posting

Title: Assistant to the Middle School Director *Date: *September 2016

Campus: Middle School *FLSA: *Non-Exempt *Reporting to: *Middle School Director

Job Summary

The Assistant to the Middle School Director provides a high level of administrative support to the Middle School Director and the Middle School Office. This person serves as a source of information for students, parents, faculty, and visitors, and helps to ensure the smooth operation of the day-to-day activities of the Middle School Campus. Specific responsibilities include maintaining the Middle School calendar and the calendar for the Middle School Director, planning and coordinating Middle School events and meetings, providing administrative support for the Middle School Office, and corresponding with faculty, students, and parents. The Assistant also provides support to other Middle School and All-School functions as time permits.

This is a 12-month, full-time position working 7:30 a.m. – 4:30 p.m. Occasional meetings require the Assistant to the Middle School Director to be available before or after these hours.

Context

BB&N, a coeducational day school in Cambridge, MA, was established in 1974 by the merger of two independent schools, the Buckingham School and the Browne & Nichols School, founded respectively in 1889 and 1883. Located on multiple campuses, we work as one School in pursuit of excellence. We celebrate the diversity of our community, which enriches our daily experience. At BB&N, we foster intellectual curiosity, critical thinking, and a deep concern and respect for others.

Performance Expectations

Support for the Middle School Director

● Serve as first contact (filter) for all constituencies

● Manage the Director’s calendar

● Correspondence handled effectively - researched, drafted, and prepared for the Middle School Director’s reply

● Materials necessary for meetings are anticipated and prepared

● Meeting minutes for relevant meetings, as needed

● In the absence of the Middle School Director, any needs, concerns, or questions are provided an appropriate response

Middle School Office Administrative Responsibilities

● Serve as the “go to” person for the Community: internal and external

● Serve as the campus liaison for other all -school operations department, as well as campus parent association

● Work closely with Assistant Director on both operational issues, student’s schedules and reports

● Attends all MS Operations Committee meetings

● Smooth and accurate flow of information to and from the Middle School Office

● Phone calls and emails are answered promptly, courteously, and professionally

● .

● Incoming mail is reviewed and distributed

● Letters, reports, and other printed materials are free from error, well-formatted, and positively represent the School

● Information and office materials are filed in a transparent and organized system

● The school database is maintained and edited, as necessary (i.e. updating of student or family contact information, editing narrative comments)

● New students and families are provided all necessary information necessary (i.e. proctoring of placement exams, liaising with Department Heads throughout the summer)

● General assistance to students and families (i.e. drafting letters for visa applications, student work permits, or verification of enrollment)

● Editing or revision of documents such as the Program Planning Guide, the Student and Parent Handbook, the Faculty Handbook, and the weekly faculty newsletter

● A sense of calm, efficiency, competence, and professionalism is projected within the Middle School Office

● The Middle School Office is kept neat and organized

● Supplies for the Middle School Office are purchased and stocked

● The Middle School campus calendar is managed for maximum effectiveness and according to established priorities and procedures

● Meetings and events are managed and supported, which may include the preparation of agendas, exhibits, minutes, mailings, and the coordination of room reservations

● Special events (i.e. Commencement, holiday assemblies) are supported

● Middle School equipment (such as photocopiers) are maintained and in proper working order

General

● All information is dealt with in strictest of confidence and discretion

● Information about students or families (i.e. student files, grade reports) is maintained in a confidential manner

● Appropriate channels of communication are utilized

● Cooperative working relationships with colleagues

● A willingness to provide assistance to colleagues is established in order to contribute to the overall effectiveness of the school

● Knowledge of the School and where to go for information such as an awareness of all-school events, committee meetings, and major projects, and an ability to field questions regarding all-school matters

● All who are in contact with the Middle School Office have a positive perception of the Middle School Office and the School

● All who contact the Middle School office are treated with respect and courtesy

Skills and Competencies

An education beyond high school (a bachelor’s degree or equivalent) is preferred. At least two years of administrative support or experience in an educational environment is required. Prior experience in meeting, event, and calendar management is also required.

The Assistant to the Middle School Director will demonstrate the following skills and competencies:

● Computer literacy in a Windows environment with strong skills in Word, Excel, and database software (preferably FileMaker Pro); comfortable learning new software. Google & Haiku Learning are also used daily.

● Strong proficiency with writing, grammar, and proofreading

● Ability to manage multiple projects to deadline

● Ability to create and maintain a comprehensive filing system

● Working familiarity with office equipment and systems

In addition, the Assistant to the Middle School Director must:

● Enjoy working with middle school students

● Be personable, friendly, and good humored

● Be highly organized, able to multi-task, energetic, and a self-starter

● Possess the ability to cope with a fast moving environment and a busy supervisor

● Be able to work in collegial manner with people at all levels of the organization

● Maintain a calm and helpful manner with all constituencies

● Contribute positively to the overall morale of those within the institution

● Excel at problem resolution and possess a willingness to find new solutions

● Have the ability to support the effectiveness of the Middle School Director

● Maintain professional boundaries in regards to the handling of privileged information

● Maintain discretion and tact

● Present a professional image

● Have the ability to work a flexible schedule, including an occasional evening, weekend, or early morning

To apply, visit: https://home.eease.adp.com/recruit/?id=15419071

*Buckingham Browne & Nichols School does not discriminate on the basis of race, color, religion, creed, age, gender, national origin or ancestry, veteran status, sexual orientation, or any non-job related physical or mental disability. We welcome candidates who will increase our diversity; we encourage candidates of color to apply.*